Records declaration filesystem monitoring

ABSTRACT

Techniques for managing records on a filesystem to enforce a record disposition protocol. Embodiments identify records on the filesystem using one or more record definitions. Each record definition may contain a conditional statement which, if satisfied by a particular file on the filesystem, indicates the particular file as a record. Embodiments may then monitor file activity for each of the identified records and upon detecting the file activity, may enforce the record disposition protocol for the record. Such enforcement may include preventing the file activity, and may further include logging information related to the file activity.

CROSS-REFERENCE TO RELATED APPLICATIONS

This application is a continuation of co-pending U.S. patent applicationSer. No. 12/986,061, filed Jan. 6, 2011. The aforementioned relatedpatent application is herein incorporated by reference in its entirety.

BACKGROUND

The present invention relates to filesystem management, and moreparticularly to declaring and managing records on a filesystem.

Many businesses and government offices have a need to monitor activitiesinvolving documents and other files on their computer systems. Onereason for such monitoring is to improve the security of the documents.Monitoring may also be used to ensure compliance with certain laws andregulations by showing access or lack of access by business employees toparticular documents and information. The monitoring may include whatfiles are being accessed, what actions are being performed on the filesand who is performing the actions. As an example, a business may wish toensure that a particular contract document is not modified after aparticular point in time (e.g., once both parties agree to the terms ofthe contract). By monitoring and logging activities involving thedocument, the business may later show that no modifications were made tothe terms of the document after the particular point in time. As asecond example, a particular document may contain privileged informationthat, if viewed by certain employees of the business, may result incertain legality issues (e.g., insider trading). Thus, the business maywish to monitor and log all accesses to the document, in order to latershow that a particular user did or did not view the contents of thedocument.

Although businesses and government agencies may have a need to monitorall filesystem activity occurring on their computer systems, onechallenge to such monitoring is that such computer systems may notalways be connected to the network. That is, while one existingtechnique for monitoring such records is through the use of acentralized record management server on which all files are kept, such asolution requires users to have an active network connection in order toaccess the record management server. However, in the modern workplaceenvironment, many employees are travelling and working remotely on aregular basis. Accordingly, such a network connection to the centralizedrecord management server may not always be available. A furtherlimitation of such a solution is that the centralized record managementserver cannot monitor files created locally on a user's computer,especially when the user is working offline. For instance, if a useraccesses a local copy of a document when working offline, the recordmanagement server has no way of knowing of the access, much less loggingor preventing the access.

SUMMARY

Embodiments of the invention provide a method, system and product formanaging records. The method, system and product include declaring oneor more files from a plurality of filesystems as an electronic record tobe retained. Additionally, the method, system and product includemonitoring activity in each of the plurality of filesystems by arespective filesystem monitor of a plurality of filesystem monitors.Furthermore, the method, system and product include, for the monitoredactivity and by at least one of the filesystem monitors, enforcing arecord disposition protocol for the declared electronic records. Here,the record disposition protocol specifies to prevent at least one ofaccess, alteration and deletion of the declared electronic records.

Another embodiment of the invention provides a method for managingrecords. The method includes retrieving one or more record definitionsfrom a record manager. Each record definition contains a conditionalstatement for identifying records. The method further includesidentifying a first file on a first filesystem as a first record, basedon the first file satisfying the conditional statement of at least oneof the record definitions. Additionally, the method includes monitoringfile activity for the identified first record to enforce a recorddisposition protocol, wherein the record disposition protocol specifiesallowed file activity for the identified first record. Furthermore, themethod includes, upon detecting file activity for the identified record,allowing the file activity to complete only if the file activity doesnot violate the record disposition protocol.

BRIEF DESCRIPTION OF THE SEVERAL VIEWS OF THE DRAWINGS

So that the manner in which the above recited aspects are attained andcan be understood in detail, a more particular description ofembodiments of the invention, briefly summarized above, may be had byreference to the appended drawings.

It is to be noted, however, that the appended drawings illustrate onlytypical embodiments of this invention and are therefore not to beconsidered limiting of its scope, for the invention may admit to otherequally effective embodiments.

FIG. 1 is a block diagram illustrating a system configured to run afilesystem monitor, according to one embodiment of the presentinvention.

FIGS. 2A-2B are block diagrams illustrating systems configured to runfilesystem monitors, according to embodiments of the present invention.

FIG. 3 is a flow chart illustrating a method for managing records on afilesystem, according to one embodiment of the present invention.

FIG. 4 is a flow chart illustrating a method for updating recorddefinitions for a filesystem monitor, according to one embodiment of thepresent invention.

FIG. 5 is a block diagram illustrating a log entry for loggingfilesystem activity, according to one embodiment of the presentinvention.

DETAILED DESCRIPTION

Embodiments of the invention provide techniques for managing records ona filesystem. Embodiments may retrieve one or more record definitionsfrom a record manager. Each record definition may include a conditionalstatement which may be used to identify files on the filesystem asrecords. For instance, in one embodiment, a record definition maycontain the expression “*.doc,” which would identify all files ending inthe .doc file extension as records. The record manager may be acentralized record management server which maintains record definitionsand other record information for a group of computer systems. Forinstance, a particular business may have a single record manager whichtracks all the records on all the business's computer systems.

Embodiments may then use the retrieved record definitions to identifyone or more files on the filesystem as a record. Such identification maybe made based on the files satisfying the conditional statement of atleast one of the retrieved record definitions. Continuing the aboveexample, a file with the name “FinancialReport.doc” may be identified asa record, since the file name satisfies the conditional statement of“*.doc” contained in one of the record definitions. In one embodiment, alisting of all the records on the filesystem may be transmitted to therecord manager for incorporation into a comprehensive listing of allrecords. In such an embodiment, in the event that no network connectionto the record manager is available (e.g., when the user is workingoffline), the listing may be maintained locally and transmitted to therecord manager once a network connection becomes available.

Upon identifying the records on the filesystem, embodiments may monitorfile activity associated with the identified records. Such file activitymay include, without limitation, the creation of new files,modifications to existing files, or even accesses to existing files(e.g., a user viewing the contents of a record). Upon detecting fileactivity for one of the identified records, embodiments may enforce arecord disposition protocol. Generally, the record disposition protocolmay specify what actions a user is allowed to perform on a record andwhat actions should be logged. As a first example, embodiments maydetect that a particular user is attempting to delete a record on thefilesystem. If such an activity is prohibited by the record dispositionprotocol, embodiments may prevent the deletion operation from occurring.As a second example, the user may attempt to view the contents of therecord. If such an activity is allowed under the record dispositionprotocol, embodiments may allow the user to read the contents of therecord, but may create a log entry specifying which record was accessed,who accessed the record and what time the record was accessed. In theevent that the user makes modifications to the record, the log entry mayfurther specify what changes the user made to the record. In oneembodiment, such a log entry may also be transmitted to the recordmanager for incorporation into a comprehensive listing of log entries,once a network connection to the record manager is available.

Advantageously, embodiments of the invention provide techniques formanaging records on filesystems that are adapted to fit the modernbusiness environment. That is, by keeping local copies of the recorddefinitions, embodiments of the invention may identify records even whenno network connection to the record manager is available. As an example,assume that a user is working offline using a laptop and goes to createa new document named “EarningsStatement.doc.” For purposes of thisexample, assume that the aforementioned record definition containing theconditional statement of “*.doc” has been previously retrieved from therecord manager. In such an example, embodiments may determine that thenewly created “EarnignsStatement.doc” file should be marked as a record,and accordingly that the record disposition protocol should be enforcedfor this file. Advantageously, by doing this, a business may ensure thattheir record disposition protocol is enforced at all times. Furthermore,because embodiments may enforce such a protocol even when the user isworking offline, such enforcement provides minimal interference with thework activities of the business's employees, and allows the employees toperform their work without requiring a network connection to the recordmanager server.

In the following, reference is made to embodiments of the invention.However, it should be understood that the invention is not limited tospecific described embodiments. Instead, any combination of thefollowing features and elements, whether related to differentembodiments or not, is contemplated to implement and practice theinvention. Furthermore, although embodiments of the invention mayachieve advantages over other possible solutions and/or over the priorart, whether or not a particular advantage is achieved by a givenembodiment is not limiting of the invention. Thus, the followingaspects, features, embodiments and advantages are merely illustrativeand are not considered elements or limitations of the appended claimsexcept where explicitly recited in a claim(s). Likewise, reference to“the invention” shall not be construed as a generalization of anyinventive subject matter disclosed herein and shall not be considered tobe an element or limitation of the appended claims except whereexplicitly recited in a claim(s).

As will be appreciated by one skilled in the art, aspects of the presentinvention may be embodied as a system, method or computer programproduct. Accordingly, aspects of the present invention may take the formof an entirely hardware embodiment, an entirely software embodiment(including firmware, resident software, micro-code, etc.) or anembodiment combining software and hardware aspects that may allgenerally be referred to herein as a “circuit,” “module” or “system.”Furthermore, aspects of the present invention may take the form of acomputer program product embodied in one or more computer readablemedium(s) having computer readable program code embodied thereon.

Any combination of one or more computer readable medium(s) may beutilized. The computer readable medium may be a computer readable signalmedium or a computer readable storage medium. A computer readablestorage medium may be, for example, but not limited to, an electronic,magnetic, optical, electromagnetic, infrared, or semiconductor system,apparatus, or device, or any suitable combination of the foregoing. Morespecific examples (a non-exhaustive list) of the computer readablestorage medium would include the following: an electrical connectionhaving one or more wires, a portable computer diskette, a hard disk, arandom access memory (RAM), a read-only memory (ROM), an erasableprogrammable read-only memory (EPROM or Flash memory), an optical fiber,a portable compact disc read-only memory (CD-ROM), an optical storagedevice, a magnetic storage device, or any suitable combination of theforegoing. In the context of this document, a computer readable storagemedium may be any tangible medium that can contain, or store a programfor use by or in connection with an instruction execution system,apparatus or device.

A computer readable signal medium may include a propagated data signalwith computer readable program code embodied therein, for example, inbaseband or as part of a carrier wave. Such a propagated signal may takeany of a variety of forms, including, but not limited to,electro-magnetic, optical, or any suitable combination thereof. Acomputer readable signal medium may be any computer readable medium thatis not a computer readable storage medium and that can communicate,propagate, or transport a program for use by or in connection with aninstruction execution system, apparatus, or device.

Program code embodied on a computer readable medium may be transmittedusing any appropriate medium, including but not limited to wireless,wireline, optical fiber cable, RF, etc., or any suitable combination ofthe foregoing.

Computer program code for carrying out operations for aspects of thepresent invention may be written in any combination of one or moreprogramming languages, including an object oriented programming languagesuch as Java, Smalltalk, C++ or the like and conventional proceduralprogramming languages, such as the “C” programming language or similarprogramming languages. The program code may execute entirely on theuser's computer, partly on the user's computer, as a stand-alonesoftware package, partly on the user's computer and partly on a remotecomputer or entirely on the remote computer or server. In the latterscenario, the remote computer may be connected to the user's computerthrough any type of network, including a local area network (LAN) or awide area network (WAN), or the connection may be made to an externalcomputer (for example, through the Internet using an Internet ServiceProvider).

Aspects of the present invention are described below with reference toflowchart illustrations and/or block diagrams of methods, apparatus(systems) and computer program products according to embodiments of theinvention. It will be understood that each block of the flowchartillustrations and/or block diagrams, and combinations of blocks in theflowchart illustrations and/or block diagrams, can be implemented bycomputer program instructions. These computer program instructions maybe provided to a processor of a general purpose computer, specialpurpose computer, or other programmable data processing apparatus toproduce a machine, such that the instructions, which execute via theprocessor of the computer or other programmable data processingapparatus, create means for implementing the functions/acts specified inthe flowchart and/or block diagram block or blocks.

These computer program instructions may also be stored in a computerreadable medium that can direct a computer, other programmable dataprocessing apparatus, or other devices to function in a particularmanner, such that the instructions stored in the computer readablemedium produce an article of manufacture including instructions whichimplement the function/act specified in the flowchart and/or blockdiagram block or blocks.

The computer program instructions may also be loaded onto a computer,other programmable data processing apparatus, or other devices to causea series of operational steps to be performed on the computer, otherprogrammable apparatus or other devices to produce a computerimplemented process such that the instructions which execute on thecomputer or other programmable apparatus provide processes forimplementing the functions/acts specified in the flowchart and/or blockdiagram block or blocks.

Embodiments of the invention may be provided to end users through acloud computing infrastructure. Cloud computing generally refers to theprovision of scalable computing resources as a service over a network.More formally, cloud computing may be defined as a computing capabilitythat provides an abstraction between the computing resource and itsunderlying technical architecture (e.g., servers, storage, networks),enabling convenient, on-demand network access to a shared pool ofconfigurable computing resources that can be rapidly provisioned andreleased with minimal management effort or service provider interaction.Thus, cloud computing allows a user to access virtual computingresources (e.g., storage, data, applications, and even completevirtualized computing systems) in “the cloud,” without regard for theunderlying physical systems (or locations of those systems) used toprovide the computing resources.

Typically, cloud computing resources are provided to a user on apay-per-use basis, where users are charged only for the computingresources actually used (e.g., an amount of storage space consumed by auser or a number of virtualized systems instantiated by the user). Auser can access any of the resources that reside in the cloud at anytime, and from anywhere across the Internet. In context of the presentinvention, a user may access applications (e.g., a word processorapplication for viewing or modifying a record) or related data availablein the cloud. For example, a filesystem monitor 150 could execute on acomputing system in the cloud and could monitor file activitiespertaining to records on the computing system. In such a case, upondetecting activity related to one of the records, the filesystem monitor150 could enforce a record disposition protocol for the record, whichmay include preventing the file activity. Additionally, enforcement ofthe record disposition protocol may also include logging informationrelating to the file activity and storing such a log entry at a storagelocation in the cloud. Doing so allows the record disposition protocolto be enforced whenever a user accesses the records from any computingsystem attached to a network connected to the cloud (e.g., theInternet).

Referring now to FIG. 1, FIG. 1 is a block diagram illustrating a systemconfigured to run a filesystem monitor, according to one embodiment ofthe present invention. As shown, the system 100 includes a monitoredsystem 120 and a record manager server 180, communicatively coupled viaa network 175. The monitor system 120 contains a computer processor 125,storage media 130, I/O devices 140, memory 145 and a network interface170. The computer processor 125 may be any processor capable ofperforming the functions described herein. The storage media 130 furthercontains a plurality of files 135. The monitored system 120 may connectto the network 175 using the network interface card 170. Furthermore, aswill be understood by one of ordinary skill in the art, any computersystem capable of performing the functions described herein may be used.

Illustratively, memory 145 contains a filesystem monitor 150, recorddefinitions 155, software applications 160 and an operating system 165.Although memory 145 is shown as a single entity, memory 145 may includeone or more memory devices having blocks of memory associated withphysical addresses, such as random access memory (RAM), read only memory(ROM), flash memory or other types of volatile and/or non-volatilememory. In one embodiment, the record definitions 155 may beperiodically updated from the record manager sever 180 (e.g., using thenetwork 175). The operating system 165 may be any operating systemcapable of performing the functions described herein.

The filesystem monitor 150 may generally identify records from the files135 contained on storage 130. The filesystem monitor 150 may use therecord definitions 155 for use in identifying which files should beclassified as records, and accordingly, which files the recorddisposition protocol should be enforced for. As discussed above, eachrecord definition 155 may contain a conditional expression which, ifsatisfied by a particular file 135, identifies the file 135 as a record.As an example, a record definition 155 may contain the conditionalexpression of “*.txt,” which identifies any file matching theconditional expression as a record for which the disposition protocolshould be enforced. For instance, the filesystem monitor 150 maydetermine that a file named “report.txt” satisfies the conditionalexpression of the record definition, and accordingly may identify thefile as a record. Of course, such an example is without limitation andis for illustrative purposes, and one of ordinary skill in the art willquickly recognize that any expression or technique for identifyingrecords or patterns of records may be used instead. Furthermore, uponidentifying a particular file 135 as a record, the filesystem monitor150 may transmit an identifier of the file 135 to the record managerserver for inclusion in a comprehensive listing of records. Such anidentifier may include a name of the file 135, a location of the file, atime and date the file was created, and so on.

Once the records on the filesystem are identified, the filesystemmonitor 150 may monitor file activity associated with the identifiedrecords. Upon detecting file activity, the filesystem monitor 150 mayensure that the record disposition protocol is enforced with regard tothe file activity and the record involved in the file activity.Generally, the record disposition protocol specifies allowable anddisallowable activities for the records. For instance, an exemplaryrecord disposition protocol may specify that a first record may beviewed but may not be modified, while a second record may be viewed andmodified but may not be deleted. The record disposition protocol mayalso specify what file activities should be logged and what informationshould be logged regarding the file activity. As an example, althoughthe record disposition protocol may allow users to modify a particularrecord, the record disposition protocol may specify that allmodifications should be logged. Of course, all the above examples arewithout limitation and for illustrative purposes only. More generally,it is broadly contemplated that any record disposition protocolconsistent with the functions described herein may be used withembodiments of the invention.

Furthermore, if the filesystem monitor 150 enforcement of the recorddisposition protocol may include preventing the file activity. As anexample, if the filesystem monitor 150 detects that a particularapplication 160 is attempting to delete one of the files 135 that thefilesystem monitor 150 has identified as a record, if such a deletionwould violate the record disposition protocol, the filesystem monitor150 may prevent the application 160 from deleting the record.Additionally, in such a scenario, the filesystem monitor 150 may createa log entry specifying which application 160 attempted to delete therecord, a user associated with the file activity, a time the activityoccurred, and so on. In one embodiment, the filesystem monitor 150 maytransmit such a log entry to the record manager server 180 for inclusionin a comprehensive listing of log entries.

Advantageously, embodiments of the invention enable the identificationand management of records on the monitored system 120. That is, when anapplication 160 attempts to access a file 135 identified as a record,the filesystem monitor 150 may detect such an access and ensure that theaccess is permitted under the record disposition protocol. In the eventthat such an action is not permitted, the filesystem monitor 150 mayintervene and prevent the action from occurring. Additionally, thefilesystem monitor 150 may detect when an application 160 creates a newfile 135 on the filesystem and may determine whether the newly createdfile should be marked as a record (e.g., using the record definitions155). Of note, embodiments of the invention may perform these actions,even when the network connection to the record manager server 180 islost. That is, because the filesystem monitor 150 and record definitions155 are maintained locally on the monitor system 120, embodiments mayenforce the record disposition protocol of a particular business orgovernment office, even when a user is working offline. Informationregarding newly-identified records and log entries may then betransmitted to the record manager server 180 once the network connectionis re-established. Advantageously, by doing this, embodiments of theinvention may enforce the record disposition protocol in a way that doesnot interview with modern business work habits.

FIGS. 2A-2B are block diagrams illustrating systems configured to runfilesystem monitors, according to embodiments of the present invention.FIG. 2A illustrates a system 200 configured to run a filesystem monitor150, according to one embodiment of the present invention. The system200 includes a filesystem 130 formatted in the NTFS filesystem format.Of note, although the depicted embodiment includes an NTFS filesystemformat, it is broadly contemplated that embodiments of the invention maybe adapted for use with any filesystem format consistent with thefunctions described herein. In the depicted embodiment, a filesystemsweeper 205 may access the filesystem 130 to scan for newly-createdfiles that have not yet been identified as a record. In performing thistask, the filesystem sweeper 205 may use one or more record definitions155 for use in identifying potential records on the filesystem 130. Thefilesystem drive map 215 is generally a storage repository which maycontain data such as one or more record definitions 155 and a listing ofall records on the filesystem 130. Accordingly, the filesystem sweeper205 may retrieve the record definitions 155 from the drive map 215 andmay scan the files on the filesystem 130, using the retrieved recorddefinitions 155 to determine whether particular files should be markedas records. Upon determining that a particular file should be declared arecord, the filesystem sweeper 205 may update the listing of recordscontained in the drive map 215 to include the particular file.

The system 200 further contains a filesystem monitor 150 which enforcesa record disposition protocol to control file activities to identifiedrecords on the filesystem 130. Such activities may include writes, readsand modifications to records. As discussed above, the drive map 215 maycontain a listing of all records on the filesystem 130. The filesystemmonitor 150 may retrieve the listing of records from the drive map 215and may monitor any file activities relating to the listed records. Ifthe filesystem monitor 150 determines that a particular file activityinvolving a record would violate the record disposition protocol, thefilesystem monitor 150 may prevent the activity from occurring. As anexample, if the filesystem monitor 150 determines that a particular useris attempting to delete a record, if such a deletion would violate therecord disposition protocol, the filesystem monitor 150 may interveneand prevent the deletion operation from occurring.

The filesystem monitor 150 may further create log entries based ondetected file activities. Continuing the above example, upon preventingthe deletion operation for the record, the filesystem monitor 150 maygenerate a log entry which identifies that the deletion operation wasprevented. The log entry may further contain information such as whattime the deletion operation occurred, which application attempted toperform the operation, and which user attempted to perform theoperation. The filesystem monitor 150 may also create log entries forfile activities that the filesystem monitor 150 allowed to occur. Forexample, the record disposition protocol may specify that a particularrecord may be viewed by certain users, but that all accesses to therecord should be logged. If one of the specified users then goes to viewthe file, the filesystem monitor 150 may allow the activity to occur,but may create a log entry describing the record that was viewed, whoviewed the record, when the record was viewed, and so on. Of course,such examples are without limitation and are for illustrative purposes.More generally, it is broadly contemplated that any data relating to therecord or the file activity may be logged.

The filesystem monitor 150 may also communicate with a record manager220. Such communication may include retrieving an updated set of recorddefinitions and storing the updated record definitions in the drive map215. That is, although the filesystem monitor 150 on a businessworkstation may maintain a local set of record definitions so thatrecords may be identified when the workstation is not connected to therecord manager 220 (e.g., when a user is working offline), the recordmanager 220 may contain a global set of record definitions for theparticular business. Thus, the filesystem monitor 150 may periodicallyupdate the local record definitions from the global set of recorddefinitions maintained by the record manager 220. Furthermore, thefilesystem monitor 150 may transmit the listing of records stored in thedrive map 215 (i.e., a listing of files identified as records by thefilesystem sweeper 205) to the record manager 220. That is, whileembodiments of the invention may enforce the record disposition protocollocally on a business workstation, the business may still wish tomaintain a centralize listing of all records on all the workstationsowned by the business. Thus, upon receiving the list of records from thedepicted workstation, the record manager 220 may include the receivedlist of record in a comprehensive list of records spanning all theworkstations of the business.

FIG. 2B illustrates a system 240 configured to run a filesystem monitor150, according to one embodiment of the present invention. Of note, thesystem 240 depicts an embodiment of the invention using a filesystemfilter driver 245 to monitor file activities relating to identifiedrecords. As shown, the system 240 includes a filesystem monitor 150which may communicate with a record manager 220. As discussed above, thefilesystem monitor 150 may retrieve an updated set of record definitionsfrom the record manager 220 and may store the record definitions in thedrive map 215. The drive map 215 may further contain a listing of allrecords on the filesystem being monitored. The filesystem monitor 150may retrieve such a listing of records and may instruct the filesystemfilter drive 245 to monitor any file activities relating to the listedrecords.

Generally, the filesystem filter driver 245 is a low-level system I/Ocomponent which operates adjacent to the NTFS.sys/operating systemfilesystem driver 250. The OS filesystem driver 250, in turn, is thelowest-level I/O component which is responsible for formatting data forcreate, read, write and delete operations on the NTFS file system 130.Advantageously, by using a filesystem filter driver 245 to monitor fileactivities relating to identified records, embodiments of the inventionmay enforce the file disposition protocol in a way that may not beeasily circumvented by users of the system. That is, because thedepicted embodiment uses a filesystem filter driver 245, a low-levelsystem I/O component, such an embodiment may restrict the actions ofeven a system administrator. This is advantageous, for example, inshowing compliance with a particular law or regulation. Put another way,if the record disposition protocol could be easily circumvented by auser with administrator access, it may be more difficult to prove that aparticular user with administrator access did not violate the recorddisposition protocol. Accordingly, by implementing embodiments of theinvention in a way that cannot be easily circumvented, even by systemadministrators,

Upon the filesystem filter driver 245 detecting file activity by one ofthe applications 160 relating to an identified record, the file systemmonitor 150 may determine whether the file activity violates the recorddisposition protocol. Upon determining the activity would violate theprotocol, the filesystem monitor 150 may instruct the filesystem filterdriver 245 to prevent the file activity from occurring. As discussedabove, the filesystem monitor 150 may further create a log entry upondetecting the file activity. If the filesystem monitor 150 determinesthe activity would not violate the record disposition protocol, thefilesystem filter driver 245 may allow the activity to occur. Of note,even in this situation, the filesystem filter driver 245 may monitorwhat actions are performed on the record. The filesystem monitor 150 maythen create a log entry describing the actions performed. For instance,if an application 160 performs a modification on a particular record,the filesystem monitor 150 may generate a log entry containing a listingof all changes made to the record. Advantageously, by doing this, abusiness may later review the history of a particular record anddetermine who modified the record, when the record was modified, whatcontent with the record was modified, and so on.

FIG. 3 is a flow chart illustrating a method for managing records on afilesystem, according to one embodiment of the present invention. Asshown, the method 300 begins at step 320, where the filesystem monitor150 retrieves a set of record definitions. The record definitions may beretrieved from a local storage location (e.g., record definitions 155 onthe monitored system 120) when a user is working offline and noconnection to a record manager is available. Alternatively, the recorddefinitions may be retrieved remotely from a record manager (e.g., onthe record manager server 180) when a network connection to the recordmanager is available.

Upon retrieving the record definitions, the filesystem monitor 150 mayuse the record definitions to identify records on the filesystem (step325). As discussed above, each record definition may include aconditional expression which may be used to identify files. Forinstance, a record definition may include the expression “*Report*.doc,”and the filesystem monitor 150 may determine that any file on thefilesystem that matches the expression should be marked as a record.Once all the records on the filesystem are identified, the filesystemmonitor 150 monitors file activity for each of the identified records(step 330). As discussed above, in one embodiment of the invention, thefilesystem monitor 150 may communicate with a filesystem filter driver245 to perform such monitoring.

At step 335, the filesystem monitor 150 detects file activity relatingto one of the identified records. The filesystem monitor 150 thendetermines whether the detected activity is permissible under the recorddisposition protocol (step 340). As discussed above, the recorddisposition protocol generally specifies what types of file activity areallowed for particular records. As an example, the record dispositionprotocol may specify that a particular class of record may be viewed andmodified, but may not be deleted. Under such a record dispositionprotocol, if the filesystem monitor 150 detects that the file activityis attempting to delete a record from the particular class, thefilesystem monitor 150 may determine the activity is impermissible andmay prevent the file activity from occurring (step 345). In oneembodiment, the filesystem monitor 150 may further generate and displaya notification to the user, stating that the file activity was notcompleted and providing an explanation as to why the activity wasprevented.

Once the impermissible file activity is prevented, or if instead thefilesystem monitor 150 determines the file activity is permissible, thefilesystem monitor 150 creates a log entry for the detected activity(step 350), and the method 300 ends. As discussed above, such a logentry may include information such as when the file activity occurred,the record that was the subject of the file activity, a user associatedwith the file activity and an application which performed or attemptedto perform the file activity. Additionally, in the event that the fileactivity is a modification to a particular record, the filesystemmonitor 150 may note in the log entry that the content of the record wasmodified. Such a log entry may further include information in the logentry specifying what content in the record was modified. By includingthe modified content in the log entry, a business may review all the logentries for a particular record at a later point in time and determineall the content changes to the document, when the changes occurred,which user made the changes, and so on.

Additionally, the log entry may be created even when the file activitywas deemed permissible and even when the file activity does not involvea modification to the record. For example, the filesystem monitor 150may be configured to generate a log entry each time a user views aparticular record. In this scenario, the log entry may includeinformation identifying the record, which user viewed the record, andwhen the user viewed the record. Such logging activity may enableembodiments of the invention to be used to show compliance with aparticular law or regulation. For instance, if a business needs to provethat a particular employee did not have knowledge of the contents of aparticular record (e.g., in defending a charge of insider trading), thebusiness may review the log entries generated for the record and, if thelog entries show that the particular employee never viewed the record inquestion, may show that the employee did not have knowledge of therecord's contents.

Advantageously, the method 300 may be performed even when the computersystem being monitored is not connected to a centralized record managerserver. For example, if a user is working offline using a laptop (e.g.,while the user is travelling), the method 300 may still be used toidentify documents created offline by the user as records and enforcethe record disposition protocol for the identified records. Uponre-establishing a connection to the record manager server, thefilesystem monitor 150 may transmit an updating listing of identifiedrecords on the local filesystem to the record manager server. Thefilesystem monitor 150 may also transmit any log entries that weregenerated offline to the record manager server. By doing this, therecord manager server may still maintain consolidated lists of allrecords and all file activities involving the records for all thecomputer systems of a business. Furthermore, by enabling the recorddisposition protocol to be enforced even when the various workstationsare working offline, the method 300 ensures proper treatment of theidentified records, while giving users more flexibility in using theircomputer system and not requiring a network connection to thecentralized record manager server.

FIG. 4 is a flow chart illustrating a method for updating recorddefinitions for a filesystem monitor, according to one embodiment of thepresent invention. As shown, the method 400 begins at step 420, wherethe filesystem monitor 150 detects a network connection to the recordmanager is available. In one embodiment, the filesystem monitor 150 isconfigured to periodically determine whether such a connection isavailable. In another embodiment, the filesystem monitor 150 may checkfor a connection to the record manager server upon detecting a change inthe connection status. For example, upon detecting that a user'sworkstation has joined a new wireless network, the filesystem monitor150 may determine whether a connection to the record manager isavailable.

Upon detecting that the connection is available, the filesystem monitor150 retrieves an updated set of record definitions from the recordmanager (step 425). That is, although the filesystem monitor 150maintains a local set of record definitions for use in identifyingrecords on the local system, such a local set of record definitions mayperiodically be updated from a global set of record definitionsmaintained on a central record manager. Upon retrieving the updated setof record definitions, the filesystem monitor 150 performs a scan of thefilesystem to identify any records contained on the filesystem (step430). As discussed above, in one embodiment of the invention, afilesystem sweeper 205 may be used to perform such a task.

Furthermore, in one embodiment, the filesystem sweeper 205 may beconfigured to perform such a scan continuously as a background processon the computer system. In such an embodiment, the filesystem sweeper205 scans for files that were created before the filesystem monitor 150was active on the computer system. By doing this, embodiments may notonly detect existing records on the filesystem, but may also identifynewly-created files as records. For example, assume a record definitionon the system contains the conditional expression “*.doc.” If a userpreviously created a document named “YearlyReport.doc” using a wordprocessing application, the filesystem sweeper 205 may determine thisdocument satisfies the conditional expression contained in the recorddefinition, and may mark the document as a record. As a second example,if, once the filesystem monitor 150 is active, the user creates adocument named “YearlyBudget.doc” using the word processing application,the filesystem monitor 150 may detect that the newly-created documentsatisfies the conditional expression contained in the record definitionand thus mark the newly-created document as a record. Advantageously, bydoing this, embodiments may enforce the record disposition protocol bothfor documents created before the monitoring solution was active anddocuments created subsequent to the activation of the monitoringsolution. This is the case even when the document is created offline(i.e., without a network connection to the record manager).

Once the filesystem is scanned and all the records are identified, thefilesystem monitor 150 monitors the identified records to enforce therecord disposition protocol (step 435), and the method 400 ends. Asdiscussed above, such enforcement may include preventing actions thatthe filesystem monitor 150 determines are impermissible. Additionally,the enforcement may include creating log entries for each detected fileactivity involving one or more records. Advantageously, by creating suchlog entries, embodiments of the invention enable users to review all theactions (e.g., reads, writes, deletions, etc.) performed or attempted tobe performed on records on the computer system. Such log entries may beparticularly useful, for example, in showing that a particular user hadknowledge (or lack thereof) of the contents of a particular documentmarked as a record. As a second example, such log entries may further beused to show when a particular record was modified, who modified therecord and even what content within the record was modified.

FIG. 5 is a block diagram illustrating a log entry for loggingfilesystem activity, according to one embodiment of the presentinvention. As shown, the log entry 500 contains a record identifier 505,a file activity 510, a timestamp 515, record modification data 520 and auser identifier 525. The record identifier 505 generally includes datathat may be used to identify a particular record on the filesystem. Inone embodiment, the record identifier 505 contains a filesystem path anda filename identifying the record. The file activity 510 generallyspecifies what filesystem activity was detected. For example, if the logentry 500 was generated when the filesystem monitor 150 detected a userattempting to delete a record on the filesystem, the file activity 510may include the string “RECORD DELETION.” As a second example, if thelog entry 500 was generated when the filesystem monitor 150 detected auser attempting to modify the content of a record, the file activity 510may include the string “RECORD MODIFICATION.” Of course, such an exampleis without limitation and for illustrative purposes only, and one ofordinary skill in the art will recognize that numerous other techniquesfor identifying an activity on a filesystem may be used instead.

The timestamp 515 provides an indication of the time when the filesystemactivity occurred. Additionally, the modification data 520 contains dataidentifying what, if any, changes were made to the record as part of thedetected filesystem activity. For example, if the record is a particulardocument which the user added two new paragraphs two as part of thedetected activity, the modification data 520 may include the content ofthe two new paragraphs and may further include information specifyingwhere the two paragraphs were inserted into the record. The useridentifier 525 provides information which may be used to determine whichuser performed the filesystem activity.

The flowchart and block diagrams in the Figures illustrate thearchitecture, functionality and operation of possible implementations ofsystems, methods and computer program products according to variousembodiments of the present invention. In this regard, each block in theflowchart or block diagrams may represent a module, segment or portionof code, which comprises one or more executable instructions forimplementing the specified logical function(s). It should also be notedthat, in some alternative implementations, the functions noted in theblock may occur out of the order noted in the figures. For example, twoblocks shown in succession may, in fact, be executed substantiallyconcurrently, or the blocks may sometimes be executed in the reverseorder, depending upon the functionality involved. It will also be notedthat each block of the block diagrams and/or flowchart illustration, andcombinations of blocks in the block diagrams and/or flowchartillustration, can be implemented by special purpose hardware-basedsystems that perform the specified functions or acts, or combinations ofspecial purpose hardware and computer instructions.

While the foregoing is directed to embodiments of the present invention,other and further embodiments of the invention may be devised withoutdeparting from the basic scope thereof, and the scope thereof isdetermined by the claims that follow.

1. A record management system, comprising: a computer processor; and amemory containing a program that, when executed by the computerprocessor, performs an operation for managing records, comprising:retrieving a record definition specifying one or more conditionalexpressions for use in identifying files to be classified as electronicrecords to be retained; for each of a plurality of files from aplurality of filesystems, where the respective file satisfies the one ormore conditional expressions in the record definition, classifying therespective file as an electronic record; monitoring activity in each ofthe plurality of filesystems by a respective filesystem monitor of aplurality of filesystem monitors; and for the monitored activity and byat least one of the filesystem monitors, preventing at least one ofaccess, alteration and deletion of the files classified as electronicrecords, based on a record disposition protocol associated with therecord definition.
 2. The system of claim 1, wherein preventing at leastone of access, alteration and deletion of the files classified aselectronic records, further comprises: upon determining the monitoredactivity violates the record disposition protocol, preventing themonitored activity from occurring; and upon determining the monitoredactivity does not violate the record disposition protocol: allowing themonitored activity to complete; and creating a log entry describing themonitor activity.
 3. The system of claim 2, wherein the created logentry describes at least one of (i) an instance of monitored activity,(ii) an electronic record associated with instance of the monitoredactivity, (iii) an indicator of a time when the instance of monitoredactivity occurred, (iv) a user identifier which identifies a userperforming the instance of monitored activity, and (v) any modificationsmade to one of the electronic records as part of the monitored activity.4. The system of claim 2, the operation further comprising: transmittingthe created log entry to a record manager for addition to acomprehensive store of log entries across the plurality of filesystems.5. (canceled)
 6. The system of claim 1, the operation furthercomprising: retrieving updates for the plurality of record definitionsfrom a record manager; and applying the retrieved updates to theplurality of record definitions, such that when the updates are appliedthe plurality of record definitions is the same as a correspondingplurality of record definitions maintained by the record manager.
 7. Thesystem of claim 1, the operation further comprising: transmitting alisting of the declared electronic records to the record manager forinclusion in a comprehensive listing of electronic records across theplurality of filesystems.
 8. A computer program product for managingrecords, comprising: a computer-readable storage memory having computerreadable program code embodied therewith, the computer readable programcode comprising: computer readable program code to retrieve a recorddefinition specifying one or more conditional expressions for use inidentifying files to be classified as electronic records to be retained;computer readable program code to, for each of a plurality of files froma plurality of filesystems, where the respective file satisfies the oneor more conditional expressions in the record definition, classifyingthe respective file as an electronic record; computer readable programcode to monitor activity in each of the plurality of filesystems by arespective filesystem monitor of a plurality of filesystem monitors; andcomputer readable program code to, for the monitored activity and by atleast one of the filesystem monitors, prevent at least one of access,alteration and deletion of the files classified as electronic records,based on a record disposition protocol associated with the recorddefinition.
 9. The computer program product of claim 8, wherein thecomputer readable program code to prevent at least one of access,alteration and deletion for the files classified as electronic records,further comprises: computer readable program code to, upon determiningthe monitored activity violates the record disposition protocol, preventthe monitored activity from occurring; and computer readable programcode to, upon determining the monitored activity does not violate therecord disposition protocol: allow the monitored activity to complete;and create a log entry describing the monitor activity.
 10. The computerprogram product of claim 9, wherein the created log entry describes atleast one of (i) an instance of monitored activity, (ii) an electronicrecord associated with instance of the monitored activity, (iii) anindicator of a time when the instance of monitored activity occurred,(iv) a user identifier which identifies a user performing the instanceof monitored activity, and (v) any modifications made to one of theelectronic records as part of the monitored activity.
 11. The computerprogram product of claim 10, further comprising: computer readableprogram code to transmit the created log entry to a record manager foraddition to a comprehensive store of log entries across the plurality offilesystems.
 12. (canceled)
 13. The computer program product of claim 8,further comprising: computer readable program code to retrieve updatesfor the plurality of record definitions from a record manager; andcomputer readable program code to apply the retrieved updates to theplurality of record definitions, such that when the updates are appliedthe plurality of record definitions is the same as a correspondingplurality of record definitions maintained by the record manager. 14.The computer program product of claim 8, further comprising: computerreadable program code to transmit a listing of the declared electronicrecords to the record manager for inclusion in a comprehensive listingof electronic records across the plurality of filesystems.